Accounting Assistant — Accounts Payable & Accounts Receivable

Virtual Accounting Assistant — Accounts Payable & Accounts Receivable

Company: Chaz
Location: Remote
Schedule: 25 hours a week, with consistent availability and agreed-upon overlap during Pacific Time business hours [either 8am-11am or 2pm-5pm PST], 5/hours a day, Monday-Friday PST.
Reports to: Chaz ownership and/or designated accounting supervisor

About Chaz

Chaz is a Ventura, California-based distributor of foodservice supplies, packaging, and janitorial and sanitation products. We are looking for a reliable, detail-oriented Virtual Accounting Assistant to help keep our accounts payable and accounts receivable organized, accurate, and current.

This is a hands-on accounting support role—not a general administrative assistant position. You will manage our shared accounting inbox, maintain records in our Entrée ERP system and BILL ( ---------- ), respond to customer and vendor requests, reconcile vendor accounts, follow up on overdue customer invoices, and track accounting tasks in Asana.

The right person is comfortable working independently, handling confidential financial information, and following established procedures. You should be able to identify discrepancies, investigate missing information, and communicate clearly when an issue requires review.

Key Responsibilities
Shared Accounting Inbox Management

Monitor our shared accounting email inbox throughout your scheduled workday. Review and organize incoming invoices, credit memos, payment notifications, vendor statements, customer requests, and other accounting correspondence.

Respond professionally to routine requests, route questions requiring approval to the appropriate Chaz employee, and make sure outstanding items have a clear next step. Requests that require additional work or follow-up must be tracked in Asana rather than left unresolved in the inbox.

Accounts Payable Support

Enter or upload vendor invoices and credit memos into BILL, including the appropriate supporting documentation, according to Chaz’s procedures. Verify the vendor, invoice number, invoice date, amount, and payment terms, and check for duplicate entries before saving.

Follow up on missing invoices, missing credit memos, and incomplete documentation. Maintain organized records and bring unresolved discrepancies to the attention of the Chaz accounting supervisor.

A Chaz employee will review and approve outgoing payments. This position does not independently approve or release payments.

Monthly Vendor Reconciliations

Complete monthly vendor statement reconciliations to confirm that all vendor invoices and credits have been entered into BILL and that payment activity is properly reflected.

Compare vendor statements with the records in BILL. Identify missing invoices, unrecorded credits, duplicate entries, unapplied payments, and differences in outstanding balances.

Request missing documentation from vendors, enter verified invoices and credits, and maintain an organized record of each reconciliation. Provide Chaz with a clear summary of completed reconciliations, outstanding differences, and items requiring a decision or follow-up.

Accounts Receivable and Customer Billing Support

Enter or upload customer invoices from Entrée ERP into BILL on the schedule established by Chaz. Verify that customer information, invoice numbers, dates, amounts, payment terms, and supporting documents are accurate and that invoices are not entered twice.

Respond to customer email requests for invoice copies and account statements. Retrieve the requested information from Entrée ERP, verify that it relates to the correct account, and send it to the appropriate customer contact.

Keep customer billing and payment records current, and flag billing questions, disputed balances, or payment discrepancies for Chaz review.

Payment Entry and Verification

Enter customer payments into Entrée ERP according to Chaz’s established procedures. Payment notifications will arrive in the accounting inbox, and you will also have access to BILL to review payment activity directly in the platform.

Verify the correct customer, invoice numbers, payment amount, payment date, and reference information before posting. Apply payments to the appropriate invoices, check for duplicate entries, and flag partial payments, overpayments, unidentified payments, or other discrepancies for review.

Distinguish between scheduled, completed, failed, and canceled payments, and follow Chaz’s procedures for when each should be recorded. Do not assume that a payment has been completed simply because it has been scheduled

Accounts Receivable Reporting and Past-Due Follow-Up

Run the accounts receivable aging report from Entrée ERP on Chaz’s established schedule. Review outstanding balances, identify past-due invoices, and determine which accounts require follow-up under Chaz’s procedures.

Review recent payments, credits, and customer correspondence before sending reminders to avoid contacting customers about invoices that have already been paid or otherwise resolved.


Email customers about overdue invoices using Chaz-approved templates and procedures. Clearly communicate the outstanding invoice numbers, amounts, and due dates, provide invoice copies or statements as needed, and request a payment status update or expected payment date.

Document customer responses, promised payment dates, billing questions, and next steps in Asana. Follow up on missed payment commitments and continue tracking each issue until payment is verified or the issue is otherwise resolved through Chaz’s approval process. Sending a reminder alone does not mean the follow-up task is complete.

Escalate disputed invoices, repeated nonresponses, missed payment commitments, and other concerns to the Chaz accounting supervisor according to established procedures. Payment plans, extensions of payment terms, write-offs, and account holds require approval from an authorized Chaz employee.

All customer communication should be courteous, clear, and consistent—protecting customer relationships while ensuring overdue balances receive timely attention.

Asana Task Management

Use Asana to create, organize, update, and complete accounting tasks. Track recurring billing schedules, monthly vendor reconciliations, missing documents, unresolved discrepancies, customer requests, past-due invoice follow-up, and payment commitments.

Maintain clear task descriptions, owners, due dates, status updates, and supporting information. Identify when a task is waiting on a vendor, customer, or Chaz employee, and follow up appropriately.

Mark tasks complete only after the required work is finished and the relevant accounting records have been updated. Ensure that unresolved issues remain visible and have a documented next action.

Required Qualifications
Hands-on accounts payable and accounts receivable experience, including entering invoices and credits, applying payments, reconciling vendor statements, and reviewing accounts receivable aging reports.
Experience with BILL ( ---------- ) and an ERP or accounting system, including reviewing payment activity and maintaining accurate transaction records.
Experience following up on overdue customer invoices by email, requesting payment updates, documenting commitments, and escalating unresolved balances appropriately.
Strong written English and professional email communication, with the ability to respond clearly and courteously to customers, vendors, and internal team members.
Excellent accuracy, organization, and follow-through, including the ability to meet recurring deadlines, investigate discrepancies, and work independently without making unsupported assumptions.
Comfort with Asana or a similar task-management platform and Excel or Google Sheets, along with reliable internet access and a secure remote workspace.

Experience with Entrée ERP or an ERP system, distribution or wholesale businesses, shared accounting inboxes, and recurring invoice-entry workflows is preferred.

What Success Looks Like

Accounting records are accurate and updated on schedule. Customers and vendors receive timely responses, and unresolved issues do not get lost in the inbox.

Customer invoices are entered into BILL according to the established billing schedule. Payments are applied to the correct accounts and invoices without duplication. Monthly vendor reconciliations are completed by the agreed deadline, with missing invoices, credits, and balance differences either resolved or clearly documented.

Accounts receivable reports are reviewed on schedule, past-due customers receive timely and accurate reminders, and payment commitments are tracked through resolution. Chaz has clear visibility into overdue balances, disputed invoices, and accounts requiring management attention.

Asana provides an accurate view of what is complete, what remains outstanding, who is responsible for the next action, and when follow-up is due.

Accuracy is more important than speed alone. We expect you to ask questions and flag uncertainty rather than guess or make unsupported adjustments.

Confidentiality and Approval Boundaries

You will handle confidential customer, vendor, and company financial information and must follow Chaz’s security and access procedures.

This role is responsible for preparing, entering, verifying, reconciling, communicating, and tracking accounting information. Outgoing payment approvals and releases, refunds, write-offs, customer credit adjustments, payment arrangements, account holds, and changes to banking information remain subject to Chaz’s designated approval process.

Suspicious payment instructions or requests to change banking details must be escalated rather than acted on independently.

Schedule:
We require 2–3 hours of overlap each workday with our California team, within our 8 a.m.–5 p.m. Pacific Time business hours. We are flexible about the specific overlap window and will agree on a consistent schedule before your start date. Morning or Late-afternoon California overlap is preferred.

The remaining hours can be scheduled flexibly around established daily responsibilities and deadlines. Please include your preferred overlap hours in both California time and Philippine time when applying

How to Apply

Please submit your résumé and a brief introduction describing your accounts payable and accounts receivable experience. Include the systems you have used—particularly BILL, Entrée ERP or different ERP, and Asana—your weekly availability, your availability during Pacific Time business hours, and your expected hourly rate.

Please also answer the following two questions:

Vendor reconciliation: A vendor statement lists an invoice and a credit memo that are both missing from BILL. What steps would you take to investigate, resolve, and document the discrepancy?

Past-due customer follow-up: A customer’s invoice appears overdue on the accounts receivable aging report, but the customer says they already paid. What would you check before responding, and how would you document and track the issue?